ManPageW GLJournal

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Window: GL Journal

Description : Enter and change Manual Journal Entries

Help : The GL Journal Window allows you to enter and modify manual journal entries



Tab: Batch

Description : General Ledger Journal Batch

Help : The GL Journal Batch Tab defines the control parameters for a Journal Batch. A Batch can consist of multiple Journals. If the Control Amount is not zero, it is compared to the Total Debit Amount. The Control/Debit/Credit Amount is in Source Document Currency.

Table Name  : GL_JournalBatch

ManPageW GLJournal Batch.png

Fields

Name Description Help Technical Data
Client Client/Tenant for this installation. A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client. AD_Client_ID

NUMBER(10)

TableDir

Organization Organizational entity within client An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations. AD_Org_ID

NUMBER(10)

TableDir

Document No Document sequence number of the document The document number is usually automatically generated by the system and determined by the document type of the document. If the document is not saved, the preliminary number is displayed in "<>".

If the document type of your document has no automatic document sequence defined, the field is empty if you create a new document. This is for documents which usually have an external number (like vendor invoice). If you leave the field empty, the system will generate a document number for you. The document sequence used for this fallback number is defined in the "Maintain Sequence" window with the name "DocumentNo_<TableName>", where TableName is the actual name of the table (e.g. C_Order).

DocumentNo

NVARCHAR2(30)

String

Description Optional short description of the record A description is limited to 255 characters. Description

NVARCHAR2(255)

String

PostingType The type of posted amount for the transaction The Posting Type indicates the type of amount (Actual, Budget, Reservation, Commitment, Statistical) the transaction. PostingType

CHAR(1)

List

Document Type Document type or rules The Document Type determines document sequence and processing rules C_DocType_ID

NUMBER(10)

TableDir

GL Category General Ledger Category The General Ledger Category is an optional, user defined method of grouping journal lines. GL_Category_ID

NUMBER(10)

TableDir

Document Date Date of the Document The Document Date indicates the date the document was generated. It may or may not be the same as the accounting date. DateDoc

DATE

Date

Account Date Accounting Date The Accounting Date indicates the date to be used on the General Ledger account entries generated from this document. It is also used for any currency conversion. DateAcct

DATE

Date

Period Period of the Calendar The Period indicates an exclusive range of dates for a calendar. C_Period_ID

NUMBER(10)

Table

Currency The Currency for this record Indicates the Currency to be used when processing or reporting on this record C_Currency_ID

NUMBER(10)

TableDir

Control Amount If not zero, the Debit amount of the document must be equal this amount If the control amount is zero, no check is performed.

Otherwise the total Debit amount must be equal to the control amount, before the document is processed.

ControlAmt

NUMBER

Amount

Approved Indicates if this document requires approval The Approved checkbox indicates if this document requires approval before it can be processed. IsApproved

CHAR(1)

YesNo

Total Debit Total debit in document currency The Total Debit indicates the total debit amount for a journal or journal batch in the source currency TotalDr

NUMBER

Amount

Total Credit Total Credit in document currency The Total Credit indicates the total credit amount for a journal or journal batch in the source currency TotalCr

NUMBER

Amount

Document Status The current status of the document The Document Status indicates the status of a document at this time. If you want to change the document status, use the Document Action field DocStatus

CHAR(2)

List

Process Batch DocAction

CHAR(2)

Button

Copy Details Copy Journal/Lines from other Journal Batch CopyFrom

CHAR(1)

Button


Tab: Journal

Description : General Ledger Journal

Help : The GL Journal Tab defines the control parameters for a single GL Journal. If the Control Amount is not zero, it is compared to the Total Debit Amount. The Control/Debit/Credit Amount is in Source Document Currency.

Table Name  : GL_Journal

ManPageW GLJournal Journal.png

Fields

Name Description Help Technical Data
Client Client/Tenant for this installation. A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client. AD_Client_ID

NUMBER(10)

TableDir

Organization Organizational entity within client An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations. AD_Org_ID

NUMBER(10)

TableDir

Accounting Schema Rules for accounting An Accounting Schema defines the rules used in accounting such as costing method, currency and calendar C_AcctSchema_ID

NUMBER(10)

TableDir

Journal Batch General Ledger Journal Batch The General Ledger Journal Batch identifies a group of journals to be processed as a group. GL_JournalBatch_ID

NUMBER(10)

TableDir

Document No Document sequence number of the document The document number is usually automatically generated by the system and determined by the document type of the document. If the document is not saved, the preliminary number is displayed in "<>".

If the document type of your document has no automatic document sequence defined, the field is empty if you create a new document. This is for documents which usually have an external number (like vendor invoice). If you leave the field empty, the system will generate a document number for you. The document sequence used for this fallback number is defined in the "Maintain Sequence" window with the name "DocumentNo_<TableName>", where TableName is the actual name of the table (e.g. C_Order).

DocumentNo

NVARCHAR2(30)

String

Description Optional short description of the record A description is limited to 255 characters. Description

NVARCHAR2(255)

String

Active The record is active in the system There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reports.

There are two reasons for de-activating and not deleting records: (1) The system requires the record for audit purposes. (2) The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are invoices for this partner record existing. You de-activate the Business Partner and prevent that this record is used for future entries.

IsActive

CHAR(1)

YesNo

PostingType The type of posted amount for the transaction The Posting Type indicates the type of amount (Actual, Budget, Reservation, Commitment, Statistical) the transaction. PostingType

CHAR(1)

List

Budget General Ledger Budget The General Ledger Budget identifies a user defined budget. These can be used in reporting as a comparison against your actual amounts. GL_Budget_ID

NUMBER(10)

TableDir

Document Type Document type or rules The Document Type determines document sequence and processing rules C_DocType_ID

NUMBER(10)

TableDir

GL Category General Ledger Category The General Ledger Category is an optional, user defined method of grouping journal lines. GL_Category_ID

NUMBER(10)

TableDir

Document Date Date of the Document The Document Date indicates the date the document was generated. It may or may not be the same as the accounting date. DateDoc

DATE

Date

Account Date Accounting Date The Accounting Date indicates the date to be used on the General Ledger account entries generated from this document. It is also used for any currency conversion. DateAcct

DATE

Date

Period Period of the Calendar The Period indicates an exclusive range of dates for a calendar. C_Period_ID

NUMBER(10)

Table

Currency The Currency for this record Indicates the Currency to be used when processing or reporting on this record C_Currency_ID

NUMBER(10)

TableDir

Currency Type Currency Conversion Rate Type The Currency Conversion Rate Type lets you define different type of rates, e.g. Spot, Corporate and/or Sell/Buy rates. C_ConversionType_ID

NUMBER(10)

TableDir

Rate Currency Conversion Rate The Currency Conversion Rate indicates the rate to use when converting the source currency to the accounting currency CurrencyRate

NUMBER

Number

Control Amount If not zero, the Debit amount of the document must be equal this amount If the control amount is zero, no check is performed.

Otherwise the total Debit amount must be equal to the control amount, before the document is processed.

ControlAmt

NUMBER

Amount

Approved Indicates if this document requires approval The Approved checkbox indicates if this document requires approval before it can be processed. IsApproved

CHAR(1)

YesNo

Total Debit Total debit in document currency The Total Debit indicates the total debit amount for a journal or journal batch in the source currency TotalDr

NUMBER

Amount

Total Credit Total Credit in document currency The Total Credit indicates the total credit amount for a journal or journal batch in the source currency TotalCr

NUMBER

Amount

Document Status The current status of the document The Document Status indicates the status of a document at this time. If you want to change the document status, use the Document Action field DocStatus

CHAR(2)

List

Posted Posting status The Posted field indicates the status of the Generation of General Ledger Accounting Lines Posted

CHAR(1)

Button


Tab: Line

Description : General Ledger Journal Line

Help : The GL Journal Line Tab defines the individual debit and credit transactions that comprise a journal.

Table Name  : GL_JournalLine

ManPageW GLJournal Line.png

Fields

Name Description Help Technical Data
Client Client/Tenant for this installation. A Client is a company or a legal entity. You cannot share data between Clients. Tenant is a synonym for Client. AD_Client_ID

NUMBER(10)

TableDir

Organization Organizational entity within client An organization is a unit of your client or legal entity - examples are store, department. You can share data between organizations. AD_Org_ID

NUMBER(10)

TableDir

Journal General Ledger Journal The General Ledger Journal identifies a group of journal lines which represent a logical business transaction GL_Journal_ID

NUMBER(10)

TableDir

Line No Unique line for this document Indicates the unique line for a document. It will also control the display order of the lines within a document. Line

NUMBER(10)

Integer

Description Optional short description of the record A description is limited to 255 characters. Description

NVARCHAR2(255)

String

Active The record is active in the system There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reports.

There are two reasons for de-activating and not deleting records: (1) The system requires the record for audit purposes. (2) The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are invoices for this partner record existing. You de-activate the Business Partner and prevent that this record is used for future entries.

IsActive

CHAR(1)

YesNo

Generated This Line is generated The Generated checkbox identifies a journal line that was generated from a source document. Lines could also be entered manually or imported. IsGenerated

CHAR(1)

YesNo

Currency The Currency for this record Indicates the Currency to be used when processing or reporting on this record C_Currency_ID

NUMBER(10)

TableDir

Account Date Accounting Date The Accounting Date indicates the date to be used on the General Ledger account entries generated from this document. It is also used for any currency conversion. DateAcct

DATE

Date

Currency Type Currency Conversion Rate Type The Currency Conversion Rate Type lets you define different type of rates, e.g. Spot, Corporate and/or Sell/Buy rates. C_ConversionType_ID

NUMBER(10)

TableDir

Rate Currency Conversion Rate The Currency Conversion Rate indicates the rate to use when converting the source currency to the accounting currency CurrencyRate

NUMBER

Number

Combination Valid Account Combination The Combination identifies a valid combination of element which represent a GL account. C_ValidCombination_ID

NUMBER(10)

Account

Source Debit Source Debit Amount The Source Debit Amount indicates the credit amount for this line in the source currency. AmtSourceDr

NUMBER

Amount

Source Credit Source Credit Amount The Source Credit Amount indicates the credit amount for this line in the source currency. AmtSourceCr

NUMBER

Amount

Accounted Debit Accounted Debit Amount The Account Debit Amount indicates the transaction amount converted to this organization's accounting currency AmtAcctDr

NUMBER

Amount

Accounted Credit Accounted Credit Amount The Account Credit Amount indicates the transaction amount converted to this organization's accounting currency AmtAcctCr

NUMBER

Amount

UOM Unit of Measure The UOM defines a unique non monetary Unit of Measure C_UOM_ID

NUMBER(10)

TableDir

Quantity Quantity The Quantity indicates the number of a specific product or item for this document. Qty

NUMBER

Amount

Contributions

Making A Journal Entry by red1

Getting GL Journal from the menu
  • First we launch ADempiere
  • Login as GardenAdmin or your ClientAdmin
  • Search for GL Journal
  • Click on it to open

Filling in A GL Journal

  • At the Batch tab, you at least fill in the pink mandatory fields
    • The Description
    • Document Type
Filling up the Journal Batch info
  • Then go to the Journal Tab
  • Put in the Control Amount
    • It is used as a manual source figure control
    • Here we put in 100, so we intend to do only 100 in total of Journal entry value
Putting in Control Amount

Filling in Journal Lines

At the Line tab
  • We try to put in some expenses.
  • Click at the Line tab
  • Look for the Combination field
  • Click on the right icon to pop up another window
  • In the Combination window
    • Enter an Alias, any name which you can call up again later
    • Select HQ as the Organization
    • Click on the right icon at the Account field
    • Look for an expense such as Salary
    • Accept it and OK it
Line Combination Window
Salary expense
Rental expense
  • You can see that it appears in the Line record
  • Enter an amount value of 50 in the Source Debit field
  • Click on a new record icon at the top menu bar
  • Go through the same process and select something like Rental
  • Again put in an amount of 50 also in the Source Debit field so that it comes up to 100
  • Check the total to be the same with the Control Amount.
  • Go back to the Batch tab

Processing the Journal Batch

Complete and ready to process
  • Look for the Complete button
  • Click on it and wait till the processing stops
  • Note that the Complete status appears at the bottom left side
  • If not check the error message and examine the log
  • If OK, we can start the application service to allow the accounts posting
  • After the accounts processor works through, you can see a new 'Posted' button on the Journal window
  • Click on the Posted button to view the accounts
  • Note that there are some strange lines besides the expenses we created
    • They are Suspense Balancing and Intercompany transfers
    • There is another organisation which is 'Store Central' stated in one of them
Accounting Facts from Journal Batch

Suspense Balancing

  • This occurs when we do not do a double entry to ensure that every debit has a credit and vice versa
  • It is an accounting practice to then balance it off by entering a double entry till the Suspense is contra off.

Auto GL Distribution

  • There is another feature in ADempiere to do GL Distribution
  • It allows any posting to any account be distributed among different organisations
  • You can specify the percentages for each organisation
  • Go and look up the menu item GL Distribution
  • You will notice that there is already an entry for Salaries
  • Examine its contents and you can see the distribution logic
GL Distribution
Distribution Percentages